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Administrative Assistant

Job Type : Temp/Contract to Direct
Start Date : 08/20/2018
Hours : Full Time
Travel : No
Relocation : No

Job Description :

THE COMMUNITY FOUNDATION OF WESTERN MASS


 


Job Description


 


 


Serve as primary Administrative Assistant/ Receptionist for the Foundation, including office reception (answering phones, greeting guests and responding to general email inquiries), general administrative support, event set up and support, and data entry.




PRIMARY RESPONSIBILITIES
General Office
a. Reception:



  • Answer incoming calls, triage, screen and forward to appropriate parties

  • Welcome guests, answer questions, announce them to appropriate party, offer coffee/water, find open conference room space if needed.

  • Read, forward and/or respond to general Foundation email inquiries to individual and WMASS mailboxes

  • Contact property manager for lock/unlock, security escorts, facilities issues as directed by supervisor.


b. Mail:



  • Open, sort and circulate mail

  • Monitor circulation bin and recycle older materials

  • Monitor and purchase new stamps as needed.


c. Office equipment:



  • Copiers – call for service and order supplies as needed

  • Postage Machine – monitor and order supplies, replenish postage and provide documentation to Controller.


d. Supplies:



  • Inventory and order office supplies, including letterhead, business cards and purchases requested by staff. Seek approval as needed, per established policy

  • Utilize established vendors for best pricing.

  • Organize and monitor supplies, replenish supplies throughout office.


e. Internal Staff duties:



  • Maintain phone lists, emergency and snow day contact sheets.

  • Updates mailboxes as needed.

  • Ensure receipt of monthly parking passes and distribute.

  • Forward completed parking forms/cancellation requests to designated contacts per established protocol. Provide Controller with start/end dates.


f. Event Setup & Support



  • Monitor conference room and general spaces for clutter and re-fill supplies as needed.

  • Send weekly email reminder for kitchen duty.

  • Assist with general set up or cleanup for staff or other meetings, as needed.

  • Distribute and store supplies and materials in designated areas.

  •  Internal events (i.e. staff meetings/learning/lecture series) – track attendance, make name tags as requested. Order food or other pre- or post-event tasks, type minutes from meetings where appropriate

  • Space Use: Receive and coordinate space use requests from outside groups per established protocol. Note on calendar and monitor set up/clean up.

  • Projector Loans: Coordinates projector loan requests, ensuring completion of paperwork and document projector return.

  • Outside events:

  • Update event attendance spreadsheet;

  • Research organization in FIMS for prior grants/donor link, etc.;

  • Email events for senior team review at bi-weekly meeting or as needed;

  • RSVP/register attendees;

  • After event add FIMS contact for event attendance and update spreadsheet.Maintains office-wide schedules for conference rooms and satellite office (sign out keys, laptop).


 


 


 Data Entry



  • FIMS: Assist with data entry and create new profiles upon receipt of completed form.

  • Provide additional data entry assistance during high volume times (such as scholarship season, and/or grant cycles).


-Participate in gift processing and act as back-up for Philanthropic Services Assistant and Grants -Assistant when needed.


-Provide general administrative support for Finance, Program and PS teams,


-Mail accounts payable checks


-Mailings, projects, and meeting notice emails, as needed.





Required Qualifications :
Skills: Must have effective written and oral communication skills, exceptional customer service skills, pay close attention to detail and manage time wisely. Must be a self-starter, able to consistently demonstrate initiative and creative problem-solving. Must be well-organized and able to operate standard office equipment. Must be highly proficient in MS Word, Excel, PowerPoint, and Outlook. Past experience working with a database is helpful. Possess strong commitment to the local community.
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